Executive Administrative Assistant, Property Management

The Role

This position will provide administrative and building operational support to the site property management team

Job Responsibilities

• Coordinate between Property Management, Asset Management, Finance, and external vendors to support day-to-day property operations across a cluster of logistics portfolio
• Coordinate and consolidate vendor performance data to support compliance with contractual obligations, service standards, and operational KPIs
• Review, validate and process vendor submissions, including work completion reports, attendance records, invoices, and supporting documentation ensuring accuracy, completeness and timely processing
• Facilitate end-to-end payment processing in accounting systems, including submission of required documentation, tracking of payment status, and resolution of discrepancies with relevant stakeholders
• Provide on-site administrative and operational support to Property Management teams, including coordination of maintenance and property operational activities
• Liaise with property tenants and vendors on service requests, access arrangements, and follow-ups to ensure timely resolution and service delivery
• Maintain and update key property registers (e.g. contracts, insurances, tenancy schedules) to ensure data accuracy and audit readiness
• Ensure proper documentation control and upkeep of property records in accordance with internal policies and compliance requirements
• Input Sustainability and ESG data into designated business reporting platforms in a timely and accurate manner
• Support compliance with corporate policies, operational procedures, and safety standards across all site activities
• Provide administrative and operational support to the broader Property Management team, including reporting and process improvement initiatives
• Undertake ad-hoc duties as assigned in support of team and business objectives

Job Requirements

• 1-2 years relevant experience in a property administration/operations or similar role
• Good written and verbal communication skills, with high attention to detail
• Quick learner, able to work under pressure and meet deadlines.
• Strong computer literacy and MS Excel skills.
• Team player